3YR Capital Projects Support Manager

Pennsylvania, United States
05 May 2020
End of advertisement period
05 Jul 2020
Contract Type
Full Time

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Job Profile Title

Manager, Project-Facilities and Real Estate Services

Job Description Summary

The Division of Facilities and Real Estate Services (FRES) provides the expertise, business process, policies and standards required to plan, design, construct, operate, maintain and renew the physical assets of the University, excluding the health system. In addition, the Division, comprised of approximately five Departments, is responsible for the strategic planning, management and operation of non-academic University property, and collaborating with the neighborhood to create a safe, diverse and economically vibrant destination. With close to 14M square feet of space, FRES maintains 189 buildings on a campus of 276 acres, completes over 60,000 maintenance requests per year, and starts approximately 250 projects a year. FRES is comprised of the following Departments: Administration, Office of the University Architect, Design and Construction, Real Estate, Operations and Maintenance.

The University of Pennsylvania is implementing a campus transformation entitled Penn Connects (http://www.pennconnects.upenn.edu). This comprehensive, award winning effort is expanding the campus over the next 20 years, including the construction of new academic research and recreational facilities. In addition, the University has secured $300M in Century Bond funding and continues to upgrade existing facilities over the coming years. https://www.facilities.upenn.edu/

Job Description

Responsible for the coordination of a systematic process for providing Operations & Maintenance (O&M) department’s support to Design & Construction (D&C) and Office of University Architect (OUA) for capital projects; ensuring building systems optimal performance, maintainability and sustainability of construction projects.  The person in this position; whether as the lead or as a support team member responsible for coordination of O&M efforts, will ensure delivery of the various O&M support services to a project from inception through completed construction; in concert with O&M staff and D&C, OUA and School/Center representatives.  

Project Scope Phase:

LEAD responsibilities:

  • Gather all available data & analyze current conditions and history of the facility's existing systems to identify and document current shortcomings, inherent problems, improvement opportunities, and deferred maintenance deficiencies
  • Provide general estimates of perceived O&M related costs to the project for general budget planning purposes

SUPPORT & coordination responsibilities:

  • Fully study and understand the proposed construction project's concept, scope, and design intent
  • Articulate the scope of needs NOT included in the proposed project and investigate alternative funding sources to create synergy with the project
  • Document O&M's concerns/issues (if any) with the final scope of project moving forward

Design Phase:

LEAD responsibilities:

  • Determine appropriate O&M required support for the project.
  • Develop budget and provide estimates of O&M related costs to the project.
  • Establish required milestones in D&C’s project management software system, E-Builder, for O&M sign-offs
  • Ensure appropriate attendance of O&M team in project meetings

SUPPORT & coordination responsibilities:

  • Review design details for maintainability, sustainability and peak performance
  • Page turn with the design team on SD, DD, CD documents as needed and coordinate O&M Engineering attendance
  • Document O&M's concerns/issues (if any) regarding design or value engineering decisions
  • Confirm construction specifications are in compliance with PENN Design Standards

Construction Phase:

LEAD responsibilities:

  • Assign appropriate level of O&M personnel and resources, as planned, to provide effective project support, systems shutdowns management, construction oversight, and quality control in the different stages of the process
  • Monitor O&M costs, manage expectations, request budget adjustments as necessary and justified
  • Ensure appropriate attendance of O&M team in project meetings
  • Provide O&M commissioning, substantial completion verification, punch list inspection
  • Sign off on final building acceptance by O&M, confirming receipt of all necessary drawings, manuals, and warranties.

SUPPORT & coordination responsibilities:

  • Develop formal preventive maintenance (PM) programs based on equipment manuals
  • Ensure appropriate setup and commissioning of SCADA for the new building systems

Selected projects assigned to this position will support the $250- $300 million in annual capital expenditures which occur in approximately 189 instructional, research, administrative, and residential buildings containing 14 million GSF of space.


  • Position requires 5-7 years of extensive experience in construction and operations & maintenance in commercial/industrial/institutional facilities setting. A Bachelor’s degree in construction management, engineering, or related technical field preferred, or an equivalent combination of education and experience.
  • Proven knowledge of commercial building systems and their operations.
  • Background in project management and experience in the coordination of activities by multiple stakeholders to include architects, engineers, contractors and in-house personnel.  
  • Must be proficient in reading construction documents, knowledgeable of building codes and construction best practices. 
  • Must be detail oriented, computer proficient, with demonstrated project management skills. 
  • Strong communication skills and a proven record of providing excellent internal and external customer service.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Facilities and Real Estate Services

Pay Range


$59,703.00 - $113,435.00

Affirmative Action Statement 

Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements 

Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.